Users & Roles

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Introduction

Zoho Billing enables seamless collaboration across your team by allowing you to invite employees, accountants, and other stakeholders as users. With role-based access controls, you can manage what each user is allowed to view or modify ensuring data security and operational flexibility.

Whether you’re managing a distributed team or scaling operations, Zoho Billing supports multi-user access with customizable permission levels.

 

User

A user is anyone who has access to your Zoho Billing organization. An organization can have multiple users, each with specific permissions based on their assigned role.

 

Role

A role defines the level of accessibility a user has within the organization. Roles determine which modules and functions a user can access or manage.

Adding Users

 

When you first create a Zoho Billing organization, you become the default admin. As an admin, you can invite others to collaborate.

 

Steps to add a new user:

  1. Go to Settings > Users & Roles > Users.
  2. Click Invite User.
  3. Enter the Email Address and Name.
  4. Choose a Role from the dropdown.
  5. Click Send to dispatch the invitation.

 

The invited user will receive an email with a verification link. Upon verification, they can create a password and access your organization.

 

Note: Only users with Admin privileges can invite new users.

 

Editing Users

You can update user details such as name or role if needed.

 

Steps to edit a user:

  1. Navigate to Settings > Users & Roles > Users.
  2. Select the user to be edited.
  3. Click Edit.
  4. Make necessary changes.
  5. Click Save.

Only Admins can edit user information.

 

Custom Roles

Zoho Billing includes predefined roles such as Admin and Staff, but you can also create Custom Roles to tailor access to your organization’s needs.

 

To create a custom role:

  1. Go to Settings > Users & Roles > Roles.
  2. Click + New Role.
  3. Select the modules and access levels (View, Create, Edit, Delete).
  4. Click More Permissions for additional options.
  5. Click Save.

Mark User as Inactive

To temporarily revoke access without deleting a user, you can mark them as Inactive.

 

Steps:

  1. Go to Settings > Users & Roles > Users.
  2. Select the desired user.

Click Mark as Inactive.

 

You can reactivate the user later without re-inviting them.

 

Mark User as Active

If a user was previously marked inactive, you can easily reactivate them.

 

Steps:

  1. Navigate to Settings > Users & Roles > Users.
  2. Select the inactive user.
  3. Click Mark as Active.

Deleting Users

Permanently remove a user from your Zoho Billing organization.

 

Steps:

  1. Go to Settings > Users & Roles > Users.
  2. Select the user to delete.
  3. Click More > Delete.
  4. Confirm by clicking Delete.

 

Important Notes:

  • Only an Admin can delete users.
  • An Admin cannot delete their own account.
  • There must always be at least one Admin in the organization.
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